Maternity leave and pay

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Model documents and policies

Downloadable and customisable documents relating to maternity leave and pay. For more information see the employment law pages.
Table of contents

Forms

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Form for employee to request statutory maternity leave

 (56 KB)
Last Modified: 29 Sep 2014
This form details the information required from an employee who is requesting statutory maternity leave. The form outlines the requirements to qualify for statutory maternity leave and asks for the employee’s consent that the employer may ask for evidence of pregnancy.
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Form for employee to vary the start date of maternity leave and pay

 (54 KB)
Last Modified: 01 Jun 2013
This form can be used by an employee who wishes to change the date on which her maternity leave and maternity pay will commence. The form details the previous start date and the new start date of the maternity leave and includes space for the employee to provide further information if necessary.
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Form providing notification of absence for pregnancy related reasons 4 weeks before EWC

 (54 KB)
Last Modified: 01 Jun 2013
This form is for employees who are absent from work for a pregnancy-related reason during the four weeks prior to their expected week of childbirth (EWC), giving new dates of maternity leave and pay.
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Form to notify that maternity leave has been triggered by an early birth

 (54 KB)
Last Modified: 06 Jan 2016
This form is to be used by an employee whose maternity leave and maternity pay must start early owing to the early birth of her child.
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Risk assessment form for new and expectant mothers

 (52 KB)
Last Modified: 01 Jun 2013
The Management of Health and Safety at Work Regulations 1999 requires employers to conduct a risk assessment and take any appropriate measures to ensure the health and safety of new and expectant mothers. This form can be used when carrying out a risk assessment.

Letters

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Letter agreeing an amendment to an employee's job description following maternity leave

 (54 KB) NEW
Last Published: 15 Apr 2016
Send this letter to an employee who has requested a change of duties following her maternity leave to confirm the amendment to her job description. The letter outlines the changes and confirms whether the change is permanent or temporary.
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Letter confirming a variation to hours when returning from maternity leave

 (54 KB)
Last Modified: 20 Jun 2014
This letter confirms that a request to vary hours on return from maternity leave has been accepted, and sets out that this is a permanent change to the employment contract.
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Letter confirming arrangements for returning to work from maternity leave

 (54 KB)
Last Modified: 01 Jun 2013
Send this letter to confirm an employee's arrangements for returning to work following maternity leave.
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Letter confirming expected date of return to work from maternity leave

 (52 KB)
Last Modified: 06 Jan 2016
This letter should be sent to an employee who has informed the employer that she intends to return to work following maternity leave. The letter confirms the expected date of the employee’s return to work and also outlines what the employee should do if she is ill on that date.
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Letter confirming maternity leave and pay entitlement

 (56 KB)
Last Published: 11 Jan 2016
Send this letter to an employee who has informed you of her pregnancy to confirm details of the health and safety risk assessment, to inform the employee of her entitlement to maternity leave and statutory maternity pay, and to give details of working during maternity leave and holiday entitlement.
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Letter confirming receipt of the MATB1 form

 (53 KB)
Last Modified: 06 Jan 2016
This letter acknowledges that an employee has submitted the MATB1 form and tells the employee when she can start her maternity leave and the notice she must give to the employer. It also covers pregnancy-related illness, ante-natal appointments and statutory maternity pay.
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Letter congratulating an employee on the birth of her baby

 (55 KB)
Last Modified: 01 Jun 2013
Use this template to pass on best wishes to an employee once her baby has been born, reminding her that she can get in touch if she has any questions about her maternity leave or pay.
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Letter explaining her maternity rights to an employee who has suffered a stillbirth after 24 weeks

 (56 KB)
Last Modified: 06 Jan 2016
This letter informs an employee who has suffered a stillbirth after 24 weeks that she is still entitled to maternity leave, explains her entitlement to statutory maternity pay, and what will happen should she want to return to work early.
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Letter explaining keeping in touch day arrangements

 (55 KB)
Last Modified: 06 Jan 2016
This letter sets out the arrangements for keeping in touch (KIT) days during an employee's maternity leave, explaining what KIT days are for and what the employee will be paid for their time. The letter also explains that there is no requirement for an employee to take a KIT day and that the employer is under no obligation to provide any KIT days.
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Letter explaining the maternity rights to an employee who has suffered a miscarriage before 24 weeks of pregnancy

 (55 KB)
Last Modified: 01 Jun 2013
This letter can be used to let an employee, who has suffered a miscarriage during the first 24 weeks of pregnancy, know that under the circumstances she can claim sick leave and statutory sick pay with a doctor's certificate. It also gives details of occupational sick pay if applicable.
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Letter explaining the maternity rights to an employee whose baby dies after birth

 (54 KB)
Last Modified: 06 Jan 2016
This letter offers condolences to an employee on maternity leave whose baby has died. The letter informs the employee that she is still entitled to the full period of maternity leave and that she needs to give eight weeks' notice if she would like to return to work early.
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Letter explaining the right to statutory maternity pay

 (57 KB)
Last Modified: 06 Jan 2016
This letter informs an employee of her entitlement to maternity leave and statutory maternity pay, explaining her holiday entitlement and what happens if she wishes to return to work early.
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Letter for employee to notify employer that she wishes to return to work early from maternity leave

 (54 KB)
Last Modified: 01 Jun 2013
This letter template can be used by an employee to notify their employer of an intention to return to work early. The letter gives an employer notice of the date of an early return to work during maternity leave.
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Letter for employee to provide notification that she does not intend to return to work after maternity leave

 (54 KB)
Last Modified: 01 Jun 2013
This letter should be completed by an employee who does not intend to return to work after their period of maternity leave. The letter states the employee's intention to not return to work and confirms their notice period.
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Letter informing an employee of her ineligibility for statutory maternity pay

 (56 KB)
Last Modified: 06 Jan 2016
This template letter outlines the employee's entitlement to maternity leave but not statutory maternity pay. It explains how to claim maternity allowance, the process for early return to work, holiday accrual, and the availability of keeping in touch days.
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Letter informing an employee on maternity leave of a development affecting her work

 (53 KB)
Last Modified: 01 Jun 2013
This letter advises an employee of developments that will affect her work when she returns from maternity leave, assuring her that the employer will keep her abreast of any future changes as well.
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Letter informing an employee on maternity leave of a job vacancy

 (55 KB)
Last Modified: 01 Jun 2013
This letter is for an employer to keep in touch with an employee on maternity leave and in the interest of equal opportunities to let them know about a vacant job role. The letter also gives details of the post and the application process.
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Letter informing an employee that her statutory maternity pay has been recalculated

 (54 KB)
Last Modified: 06 Jan 2016
This letter advises an employee of a recalculation of her statutory maternity pay due to a pay rise, bonus, or change in the rate of SMP. The letter details the new entitlement and when the new rate will start to be paid.
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Letter informing an employee that insufficient notice has been given to return to work early

 (55 KB)
Last Modified: 10 Jun 2013
This letter should be sent to an employee who has not given enough notice for an early return from maternity leave. It offers a recalculated date taking the request into account, or defaults to the original return date.
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Letter inviting an employee to a keeping in touch day

 (52 KB)
Last Modified: 01 Jun 2013
Women on maternity leave can attend work for up to 10 days during their leave for the purpose of keeping in touch. This template letter can be sent to an employee to invite her to a KIT day, explaining the reasons for inviting her. The letter also explains that there is no requirement for the employee to attend a KIT day and that she will not suffer any detriment as a result.
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Letter inviting new or expectant mothers to a meeting to discuss risk assessment

 (55 KB)
Last Modified: 01 Jun 2013
This letter can be used to arrange a meeting with an employee to assess and minimise health and safety risks at work either whilst pregnant or after birth.
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Letter offering a suitable alternative when returning from maternity leave

 (52 KB)
Last Modified: 06 Jan 2016
This letter template should be sent to an employee to outline an alternative job on the same terms and conditions as the job left when the employee started maternity leave. Although the law does not prohibit contact with a woman whilst on maternity leave it would be best to leave sending a letter like this until towards the end of her maternity leave.
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Letter offering temporary employment to cover for maternity leave

 (52 KB)
Last Modified: 06 Jan 2016
This letter can be used to offer an applicant a position to cover for maternity leave. The letter outlines the start of employment date, emphasises that it is a fixed-term contract, and outlines what happens when the contract ends.
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Letter outlining a phased return to work following maternity leave

 (55 KB) NEW
Last Published: 15 Apr 2016
Send this letter to an employee who has requested a phased return to work following her maternity leave to outline the working arrangements for this period. The letter outlines the hours and days of the phased return period and the amount the employee will be paid.
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Letter outlining adjustments to hours or conditions for expectant mothers

 (55 KB)
Last Modified: 01 Jun 2013
This letter allows the employer and employee to formally describe and agree upon discussed temporary adjustments whilst the employee is pregnant.
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Letter outlining arrangements for breastfeeding

 (54 KB) NEW
Last Published: 15 Apr 2016
This letter should be sent to an employee who is returning from maternity leave to confirm the arrangements that have been made to support them in continuing to breastfeed their baby after their return to work. The letter outlines the facilities available and any adjustments to working hours.
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Letter responding to a request for holidays before or after maternity leave

 (55 KB)
Last Modified: 01 Jun 2013
Use this letter to acknowledge the employee's request for annual leave before or after their maternity leave and to confirm the amount of annual leave remaining. The letter has options to approve or deny the request and confirm the start and end dates of their maternity leave.
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Letter responding to a request to vary hours when returning from maternity leave

 (54 KB)
Last Modified: 06 Jan 2016
This letter invites an employee to a meeting to discuss their request to return to work on a part-time basis after maternity leave. The letter outlines who will attend the meeting and that the employee has the right to be accompanied by a work colleague.
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Letter responding to an employee requesting a keeping in touch day

 (55 KB)
Last Modified: 06 Jan 2016
This letter can be used to reply to an employee who has requested a keeping in touch (KIT) day and to arrange a convenient time for a KIT day. It explains the employee's entitlement to the KIT day as well as providing details of what will be covered during the KIT day.
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Letter responding to an employee who has decided not to return to work after maternity leave

 (54 KB)
Last Modified: 01 Jun 2013
This letter confirms the employee's decision not to return to work after maternity leave and confirms their last day of employment, P45 and final pay.
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Letter to a pregnant employee inviting her to a pre-maternity leave interview

 (53 KB)
Last Modified: 06 May 2015
This letter invites a pregnant employee to a pre-maternity leave meeting to discuss the necessary arrangements that will be put in place during her maternity leave and any queries regarding keeping in touch days, calculation of holiday entitlement and the notifications that she needs to provide to the company during her maternity leave.
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Letter to accept a request to return early from maternity leave

 (54 KB)
Last Modified: 06 Jan 2016
This letter accepts an employee's request to return from maternity leave earlier than the agreed date as the employee has given eight weeks’ notice. The letter confirms the new date of return and outlining what will happen on that date.
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Letter to an employee absent for a pregnancy-related reason close to the fourth week before her EWC

 (53 KB)
Last Modified: 01 Jun 2013
This letter is to advise an employee absent for a pregnancy-related reason close to the fourth week before her expected week of childbirth (EWC) that continued absence may trigger the start of her maternity leave.
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Letter to an employee offering suitable alternative work during pregnancy

 (55 KB)
Last Modified: 01 Jun 2013
This letter makes an offer of a suitable alternative role when working days and hours pose a health and safety risk to pregnancy.
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Letter to an employee on maternity leave about her intention of whether to return to work or not

 (55 KB)
Last Modified: 06 May 2015
This letter can be used to informally ask if and when an employee plans to return to work, confirming overall maternity leave allowance and notice period in the event of resignation. The letter also advises on early return to work.
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Letter to an employee on maternity leave reminding her of her expected return date

 (54 KB)
Last Modified: 06 May 2015
This letter is to remind an employee on maternity leave of the date of her expected return to work and the arrangements for it.
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Letter to an employee who has failed to return to work after her maternity leave

 (55 KB)
Last Modified: 01 Jun 2013
This letter outlines the employee's maternity leave allowance and warns that continued unauthorised absence beyond this will not be paid and may result in disciplinary action.
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Letter to an employee who has requested time off to attend an antenatal appointment

 (55 KB)
Last Modified: 01 Jun 2013
This letter confirms that requested time off for an antenatal appointment will be paid and gives advice on booking future appointments.
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Letter to an employee who is a new mother or breastfeeding offering suitable alternative work

 (54 KB)
Last Modified: 01 Jun 2013
This letter offers suitable temporary alternative work to an employee who is breastfeeding or returning to work after giving birth, when a risk assessment has shown her normal duties to be inappropriate.
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Letter to an employee who wishes to vary her maternity leave start date

 (54 KB)
Last Modified: 01 Jun 2013
This letter is to acknowledge an employee's request to alter her maternity leave start date and can be customised to either accept or refuse the request.
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Letter to an employee whose maternity leave has been triggered by pregnancy-related absence

 (57 KB)
Last Modified: 06 Jan 2016
This letter confirms leave and pay entitlements when maternity leave has begun earlier than expected due to a pregnancy-related absence.
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Letter to an employee whose maternity leave has been triggered by the early birth of her child

 (57 KB)
Last Modified: 06 Jan 2016
This letter confirms leave and pay arrangements when maternity leave has started due to early birth.
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Letter to arrange a return to work meeting with an employee who is on maternity leave

 (54 KB) NEW
Last Published: 15 Apr 2016
This letter should be sent to an employee who is on maternity leave to arrange a meeting to discuss her return to work. The letter outlines the purpose of the meeting and has options to describe what will be discussed such as training, flexible working requests or annual leave.
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Letter to determine whether a woman returning to work following maternity leave is still breastfeeding

 (53 KB) NEW
Last Published: 15 Apr 2016
This letter should be sent to an employee who is on maternity leave to confirm whether they will still be breastfeeding when they return to work so that suitable arrangements can be made.
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Letter to suspend pregnant employee on health and safety grounds

 (55 KB)
Last Modified: 06 Jan 2016
Use this model letter after a risk assessment has been carried out and the decision has been taken to suspend an employee on health and safety grounds for the remainder of her pregnancy.
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Letter warning a new mother of the consequences of refusing the offer of suitable alternative employment

 (55 KB)
Last Modified: 06 Jan 2016
This letter informs an employee of the consequences of refusing an offer of suitable alternative work, made because she is a new mother or breastfeeding, and urges her to reconsider.
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Letter warning a pregnant employee of the consequences of refusing the offer of suitable alternative employment

 (53 KB)
Last Modified: 06 Jan 2016
This letter informs a pregnant employee that she may be suspended without pay if she does not accept an offer of suitable alternative employment after a health and safety assessment has concluded that her current role puts her or the baby at risk.

Policies

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Breastfeeding or expressing milk policy

 (54 KB)
Last Modified: 06 Jan 2016
This policy explains the provision which will be made for mothers who are breastfeeding or expressing milk. The policy covers the legal background, maternity suspension, dismissal, night work, provision for expressing milk at work, and time off to breastfeed.
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Maternity leave policy

 (62 KB)
Last Modified: 06 Jan 2016
The maternity leave policy includes information on time off for ante-natal care, length of ordinary maternity leave (OML) and additional maternity leave (AML), maternity pay, keeping in touch and returning to work.
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Policy and procedure on arranging maternity leave cover

 (56 KB)
Last Modified: 06 Jan 2016
This policy covers arrangements to cover an employee's duties and responsibilities during her maternity leave, including handover before the maternity leave and return to work after.
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Policy on holiday entitlement during maternity leave

 (53 KB)
Last Modified: 06 Jan 2016
This policy covers holidays accrued before and during a period of maternity leave, and when these holidays should be taken.
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Policy on varying the hours of an employee on return from maternity leave

 (53 KB)
Last Modified: 20 Jun 2013
This policy covers varying an employee's hours on their return to work after maternity leave. It discusses the statutory rights of the employee and their contractual entitlements.
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Policy setting out the structure of a pre-maternity-leave interview

 (55 KB)
Last Modified: 29 Sep 2014
This policy describes the pre-maternity interview, whose purpose is to plan the practicalities of the maternity leave, including cover, KIT days and return to work.